Introduction to Event and Project Planning

These notes are for young promoters and emerging leaders and are intended to help you successfully organise events and projects you may want to put on. The principles explained here can be used for any type of project you want to do in the future.

By the end of these notes you should understand some of the basics of

To find a list and links to all B Sharp’s posts about event and project planning, go to Ideas into Action

Links to other music resources, compiled by B Sharp, can be found here.

What is planning?

Planning is about having an idea, thinking ahead and deciding on how to make it happen, ensuring that the resources required for any actions will be available, and timetabling work to achieve what you want to happen. A plan does not have to be complicated or lengthy.

We plan many things in our everyday lives – our holidays, what’s for dinner, shopping, homework etc. It’s not a difficult step to apply these skills to projects.

Why plan?

An event is more likely to be successful if it has been well planned in advance. Projects and business are about juggling risk and reward. The bigger and more complicated a project is, the more things can go wrong. Planning will help avoid hiccups in the middle of the project.

Planning will help you

  • Know if the idea is realistic and achievable.
  • Find out how much it will cost to put your plans into action.
  • Get people to come or involved by finding and telling them about your idea.
  • Know if it was successful and improve it in the future.

Your project may start from something that frustrates you and you want to do something about it, or you’ve spotted a gap in the market that you’d like to fill. Is there something that isn’t going on but you think should? You probably have a rough idea or vision of what you’d like to see happen.

The most important thing about any project is to have a good understanding of why you have your idea and what you want to achieve. What made you think about it? Why do you want to do it? When you know what you want to get out of doing something, you can start thinking about how you will get there and make it happen.

The more you get into project planning and management, the more you will come across the phrase ‘aims and objectives’. These are about ways of thinking, to help you get the right result and are the foundation of projects. They are explained in the next blog.